scaling hips 101 - aacu.org · a definition: what do we mean by scaling up? 2019 4 “scaling...

Scaling HIPS 1012019 Institute on High Impact Practices & Student Success

Chris Navia, Ph.D.

Associate Vice President for Student Success

University of Wisconsin System Administration

Today’s Objectives

2019 2

▪ Reflect on the question of what it means to

scale up a high impact practice

▪ Explore the critical steps involved in the

scaling process

▪ Discuss the notion of institutional

readiness and assess where we are in

terms of our own scaling efforts

▪ Engage in stakeholder mapping to help

us think through who needs to help us in

the scaling process and why

Group Check-In: Where are you at currently in your scaling efforts?

2019 3

How many of you have already successfully

implemented a pilot and are looking to take

it to scale in the next 6-12 months?

How many of you are currently running a

pilot and thinking about scaling but haven’t

done much planning yet?

How many of you are planning a pilot and

thinking about scaling but haven’t done

much in terms of formal implementation?

A Definition: What do we mean by scaling up?

2019 4

“Scaling up” (v). The process of increasing the size and/or scope of a

successful, evidence-based practice, which currently exists in one or few

places across the institution, in order to impact more students.

When determining a practice to scale-up, the practice should:

✓ Be a proven evidence-based practice with clear results

✓ Be aligned with system/campus goals and strategic objectives

✓ Have full commitment from leadership

✓ Impact a targeted and/or at-risk population

✓ Be realistic in nature

✓ Be able to produce favorable results within given time

constraints

Key Question: How will we know when we have successfully scaled our work?

2019 5

❑ The program, service or policy has the intended impact on the student population you expected it to

❑ There are measurable outcomes or improvements that you can readily point to

❑ The program, service or policy is ”institutionalized” and can now be taken for business as usual

❑ Resources are aligned to support the scaled-up program, service or policy

SCALE IS ACHIEVED WHEN…

The process of scaling involves a number of critical steps

2018 6

Evaluation and Follow-

Up

Develop and Execute

Plan

Prepare Campus for

Change

Assess Campus

Readiness

Assess Institutional

Unit Readiness

Communication

Stakeholder Engagement

Scaling Up Framework

THEORY OF ACTION

One of the most important steps in the scaling process is to assess how ready (or not) your campus is when it comes to taking a practice to scale

2019 7

Communication



Up

Develop and Execute

Plan

Prepare Campus for

Change

Assess Campus

Readiness


Unit Readiness

Understanding your system’s or institution’s ability to implement

the practice and willingness of stakeholders to accept change

Once you have determined readiness, the next step is develop a plan that will guide the implementation of your scaling efforts

2019 8

Communication



Up

Develop and Execute

Plan

Prepare Campus for

Change

Assess Campus

Readiness


Unit Readiness

Creating a practical plan to drive the

scaling effort across the campus

Other critical steps in the scaling process include establishing evaluation and follow-up measures that reveal if you are on track

2019 9


Up

Develop and Execute

Plan

Prepare Campus for

Change

Assess Campus

Readiness


Unit Readiness

Communication


Establishing mechanisms to understand how practice is

being implemented in order to make any necessary changes

Communication and stakeholder engagement are also critical components of the entire scaling effort

2019 10

Communication


Ensuring that relevant stakeholders are engaged in the

planning and implementation process and provided with

the necessary information, at the appropriate time


Up

Develop and Execute

Plan

Prepare Campus for

Change

Assess Campus

Readiness


Unit Readiness

It is important to keep in mind that every scaling effort is susceptible to obstacles and challenges

2019 11

Scaling Obstacles

▪ Lack of leadership

▪ Lack of financial and human resources

▪ Lack of faculty support

▪ Lack of adequate institutional research

or information technology support

▪ Intervention fidelity

▪ Too many other initiatives going on on

campus

There are some principles and basic practices that can aid in the mitigation of scaling obstacles

2019 12

Practice Examples

▪ Think about the pilot as a phase in a

long-term change process

▪ Start with a clear definition of the

problem at scale

▪ Develop an evaluation plan that

includes scalability as an intended

outcome

▪ Identify a process or a plan for

assessing readiness

▪ Conduct cost studies

▪ Identify potential risks

▪ Explore other scaling models outside

of higher education

Design pilot with scale in mind

Establish systems to gauge readiness

Engage stakeholders effectively

Align resources

▪ Identify key individuals who will need

to be engaged and develop plans to

include them

▪ Communications plans that include

faculty, students, and potential critics

▪ Shift resources from programs that

are not working to those that might

Let’s return to the notion of readiness

2019 13

Communication



Up

Develop and Execute

Plan

Prepare Campus for

Change

Assess Campus

Readiness


Unit Readiness

Understanding the institution’s ability to implement the

practice and willingness of stakeholders to accept change

Assessing readiness is a lot like stock-taking, only you do it at the beginning of the scaling process

2019 14

Readiness Categories

Stakeholder ManagementDo key stakeholders understand the purpose of and feel motivated to implement the strategy?

Change ManagementHas the institution created an implementation environment conducive to the change?

Implementation ManagementAre project and program management tools in place to plan execute and monitor the strategy's implementation?

READINESS

Stakeholder Willingness

Stakeholder Management

Campus

Ability

Change

Management

Implementation Management

There are copies of a template at your table that is intended to help you determine your own level of readiness

2019 15

Relational Skills

Report

The template includes readiness elements under each category to helpyou pinpoint the place from which you are truly starting your work

2019 16

Guiding questions to help facilitate the

readiness discussion

Readiness elements for each

readiness category

Record rationale for overall

readiness level assessment

Exercise: Assessing Your Readiness

2019 17

What Materials

▪ Discuss each of the readiness categories and determine your

institution’s overall level of readiness:

– Not in place

– Stalled

– Gaining traction

– Established

▪ Strengthening Readiness

‒ Identify one readiness element that you predict will present a

challenge for your campus and identify ways that particular

challenge might be mitigated

▪ Readiness Assessment

Tool

▪ 20

Time

Communication and stakeholder engagement are critical components that require attention throughout the entire scaling effort

2019 18

Communication


Ensuring that relevant stakeholders are engaged in the

planning and implementation process and provided with

the necessary information, at the appropriate time


Up

Develop and Execute

Plan

Prepare Campus for

Change

Assess Campus

Readiness


Unit Readiness

2019 19

To develop a stakeholder engagement strategy it is helpful to think of the engagement’s purpose,

flow, and method

Question Examples

Purpose ▪ What do we need from this

stakeholder group?

▪ Gain buy-in

▪ Inform of upcoming changes

▪ Receive approval

▪ Obtain feedback

▪ Consult in planning efforts

▪ Change work practice

▪ Change attitude

Flow▪ What direction(s) should

communication flow ?

▪ Receive information from group

▪ Provide information to group

▪ Back and forth information sharing

Method▪ What is the best way to communicate

with and engage this group?

▪ Standing meetings

▪ Email blasts

▪ Training/Professional development

sessions

▪ Chain-of-command

Stakeholder Mapping 1/1

2019 20

Low

Level of support for your effort

High

Pow

er

to i

nfl

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nce

outc

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Hig

hLo

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Stakeholder Mapping 2/2

2019 21

Low

Level of support for your effort

High

Pow

er

to i

nfl

ue

nce

outc

om

e

Hig

hLo

wTARGETSOpponents

watch them

Messengers/ championsactivate them

Fan clubinform them – proportionate

to their influence

Not a priorityminimize engagement

with them

Exercise: Mapping Your Stakeholders

2019 22

▪ Make a list of the key stakeholders that you believe need

to be engage in your scaling effort

▪ Map these stakeholders according to the quadrants on the

template

‒ Identify one stakeholder that will require focused

attention on your part. What will you need to do to call

them into the work?

▪ Stakeholder Mapping

Template

▪ 20

What Materials Time

Closing Thoughts

2019 23

scaling hips 101 - aacu.org · a definition: what do we mean by scaling up? 2019 4 “scaling...

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